F. A. R. FORM No. 17

(See paragraph 136)

———————Division.

———————Range.

MEASUREMENT BOOK

No.

Name of officer————————————

Date of first entry————————————

Date of last entry—————————————

Instructions for the guidance of officers and subordinates using measurement books

1. This book as the basis of all accounts of work done must contain such a complete record of facts as to be conclusive evidence in a court of law.

2. Details of measurements may be entered in pencil, but they must not be inked over, the pencil entries must stand as they are but the contents or areas must inveriably be entered in ink only, and not in pencil and then inked over, by the subordinate or officer making the measurements.

3. Erasures and writing over of figures are strictly prohibited, if corrections are necessary, they must be made by drawing a line through the wrong entry and writing the correct figure above it and the correction initialed by the officer making it.

4. Every measurement must be recorded in the measurement book and in no other book at the time it is taken. The practice of entering measurements in note books and afterwards copying them into measurement books is strictly prohibited,

5. When any measurement or series of measurement, is cancelled, the reason for cancellation should be given in the measurement book under the signature of the officer who made the measurements.

6. On the front page of each book should be recorded the names of the officers and subordinates who have used the same and the numbers of the pages between which their measurements are recorded. When an officer is transferred, he should make over his measurement book to his successor and take a receipt from him noting the fact after the last entry in each book. The relieving officer should inscribe his name on each book below that of his predecessor, with a remark to the effect that the book was taken over on such and such a date.

7. The first entries to be made on the occasion of each measurement are:

(i) Name of work.

(ii) Situation of work.

(iii) Agency by which executed—that is contract, piece-work or daily labour (number of contract, piece-work agreement or work order to be quoted).

(iv) Name of contractor.

(v) Date of measurement.

(vi) Name of subordinate in charge of daily labour.

(vii) Reference to last measurement on account of the same contract (number and page of measurement book) in the case of running bills.

8. When no work has been done on any item since the last measurement, the item should, nevertheless, be shown in the measurement book, but only the total quantity or area of work done need be given as well as a reference to the number and page of measurement book on which the details of the measurements appeared.

9. Every set of measurements must bear the signature of the officer by whom it was actually made, with the words "measurements taken by me on the———of———— 19 ."

10. All work done, whether by a contractor or daily labour, as well as all materials received or issued (whether purchased or issued from stock) must be entered in a measurement book.

11. After the bill has been paid the measurements concerned should be crossed off by the disbursing officer by diagonal red ink lines and an entry made at the foot of the measurements "Paid as voucher no.————, dated—————, etc."

12. For each large work, a separate measurement book should be used.

13. All signatures or initials appearing in the measurement book must be dated.

14. Measurement books should be carefully scrutinized by the divisional officer, after check by the divisional accountant or accounts clerk, and the return of all completed books to the divisional office, when no longer required in the range office should be insisted on.

Checked by the following officers